Learning and Admin Associate

This role will support the Talent Development - Learning Admin and Reporting function with Planning, Organizing and Reporting work related to Administrative and Training Logistics.

Key Responsibilities:

Major Responsibility: Pre-onboarding (for New Hires) or Pre-training (for Tenured) Logistics
 

Supporting Actions:

• Prepare and ensure completeness of the Training Request Form at most two (2) weeks prior to the training date.

• Upon request from LoS for an upcoming training, create TRF and populate details based on the information provided.

• Monitor the approval of the TRF from Sector Leaders to L&D Contact.

• Review mandatory training monitoring files based on the list of newly hired employees provided by the Talent Development functions as created by the preparers.

• Ensure correct details are documented in the monitoring file.

• Create events, sessions and attend codes in vantage needed for the training of newly on boarded or tenured employees.

• Once the calendar invites are sent to the participants, access Vantage and create sessions (consider training title, number of sessions and hours for the training, number of required participants including facilitators and location of the session)

• Monitor the attend site for the attend codes to be sent to the participants (usually takes 24 hours before the codes are reflected)

• Prepare the logistics needed during training as the Training Producer e.g. creation of the training invite, reservation of the training room and equipment.

• For the training calendar, participants’ emails are acquired from the batch monitoring files created prior to the first date of onboarding. Countercheck on the training plan if the list is required for the specific training.

• Book training rooms based on the number of participants and the rooms’ availability. Raise ticket for the trainings that need specific equipment and specify it on the details needed for the SNow ticket (mics, speakers, monitors, arrangement of the tables and chairs).

Major Responsibility: Onboarding Training Logistics

Supporting Actions:

• Communicate attendance form to participants prior to the start of the training to capture attendances.

• Prior to the start of the training, send out an email with the attendance form to the participants.

• Review and monitor required e-learns before roll-out.

• Using the monitoring file created by the preparers, review and monitor the e-learns before roll out by ensuring correct recipients are added and accurate details are documented in the email.

• Coordinate with the human capital department in securing pre-clearance requirements (BI, Independence and other HC requirements).

• Plot the new joiners’ names on the Independence and HC file managed by the Human Capital and Talent Development Team. Tag the responsible point of contacts in the file.

• Schedule remedial classes for new hires who miss to attend their required training (including sending of calendar invites).

• Check the monitoring files for the remarks of the participants required for remedial and the training plan for the succeeding schedule of the training. Add the participants to the calendar invite.

Major Responsibility: Post Onboarding (New Hires/Tenured) Training Logistics

      Supporting Actions:

• Review training attendances, monitoring files, default and feedback form necessary for the monthly reporting.

• Upon completion of the preparers, review accuracy of details in attendances, monitoring files, default and feedback by reconciling details across each document/file.

• Send email confirmation for default participants and facilitators.

• Identify the participants who have missed code or are 15% late for the training. Get the default participants template from the email, fill out the details and send the email to the facilitator/s of the training; OR

• Identify facilitators who have missed the code for the training. Get the facilitators confirmation template from the email, fill out the details and send the email to the facilitator/s of the training.

• Review feedback forms prior to sending out to the learners and perform necessary follow up to receive responses within 48 hours after the training.

• Check consistency and accuracy of details in the feedback form by reconciling it to the monitoring files and attendances before sending out to participants.

• Complete and Monitor learning management system record for ongoing and completed training.

• Once the training is over, the attendances, default and feedback forms are reviewed and sent, search the training’s Session ID in Vantage and complete the session by submitting the roster. Make sure to remove registered names who are not required as well as facilitators’ records.

• Perform review of training clearances by ensuring mandatory e-learns, training and requirements are completed.

• Once clearances are reflected in the L&D tracker, perform review of draft email for clearance release indicating the service, effective date and employees to be cleared.

Other Responsibility: Adhoc Deliverables

• Provide administrative support for tasks related to maintenance of training materials in Team.

• Perform review of other ad hoc tasks that may be assigned by the L&D Supervisors or Managers.